Ensuring Productivity: Developing Effective Reasonable Accommodations Programs

March 20, 2019

AskEARN.org

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AskEARN.org

Ensuring Productivity: Developing Effective Reasonable Accommodations Programs

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Brett SheatsNational Project Director

Employer Assistance and Resource Network on Disability Inclusion

(EARN)

http://AskEARN.org

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Employer Assistance and Resource Network on Disability Inclusion (EARN)

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A no-cost resource for employers seeking to proactively recruit, hire, retain and advance qualified employees with disabilities

Access trainings, webinars and numerous publications

• Funded through a cooperative agreement with the U.S. Department of Labor’s Office of Disability Employment Policy

• Collaborative of multiple partners with expertise in technical assistance, training and research

• Visit website at http://AskEARN.org

http://askearn.org/http://AskEARN.org

Housekeeping

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For audio call: 415-655-0045

Access code: 668 059 434#

• Contact WebEx tech support at 1-866-229-3239

• Download slides at AskEARN.org

• An archived recording of the webinar will be posted to AskEARN.org within the week

• Submit questions via Q&A window or via @AskEARN

• Having trouble posting to the Q&A window? Email AskEARN@viscardicenter.org

• Tweet using #AskEARN

• Live captioning is located at the bottom right of the screen

• Receive 1.0 general recertification credit hours through the HR Certification Institute (HRCI) and theSociety for Human Resource Management (SHRM) (via email following the event)

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mailto:AskEARN@viscardicenter.orghttp://AskEARN.orghttp://AskEARN.orghttp://AskEARN.org

Audience Assessment Question

On a scale of one to five, how would you rate your understanding of workplace reasonable

accommodations programs?

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http://AskEARN.org

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Inclusion@Work: A Framework for Building a Disability-Inclusive Organization

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http://AskEARN.org

Ensuring Productivity: Developing Effective

Reasonable Accommodations Programs

Tracie DeFreitas Lead Consultant, ADA Specialist

Job Accommodation Network (JAN)

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http://AskEARN.org

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Job Accommodation Network (JAN)

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National, free consulting service, established in 1983

• Located in Morgantown, WV @ West Virginia University

• Funded by a contract with the Office of Disability Employment Policy, U.S. Dept. of Labor

• Expert Consultation on Job Accommodation Solutions

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All industries • All job categories • All impairments

• Targeted Technical Assistance •

Americans with Disabilities Act (ADA), Title I

• Rehabilitation Act, Section 501

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http://AskEARN.org

Questions about Accommodations or the ADA? Ask JAN!

• 53,000+ contacts per year •

Employers • Individuals with Disabilities • Legal, Rehabilitation, Medical, Educational Professionals, etc. • Family Members, Friends

• One-on-One Consultation •

Motor/Mobility • Cognitive/Mental Health/Neuro • Sensory/Immunology • ADA/Rehabilitation Act

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Telephone/TTY, chat, email, text, social media…

http://AskEARN.org

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AskJAN.org

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JAN by A-Z: Disability, Topic, Limitation • Publications and Resources • Training, Webcasts • ADA Regulations and Equal

Employment Opportunity Commission (EEOC) Enforcement Guidance

• Mobile Accommodation Solutions (MAS) APP for iOS or Android

• Quarterly E-News and Blog • Accommodation Toolkit: Sample

Policies, Suite of Forms, etc.

http:AskJAN.orghttp://AskEARN.org

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Reasonable Accommodation Process

• An “interactive process” that requires employers and individuals with disabilities to work together to identify reasonable accommodation solutions

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No specific process is required under the ADA • Interactive, flexible, informal or formal • RA policies and procedures recommended • Ask JAN – We can help!

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http://AskEARN.org

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Practical Tips for an Effective RA Process

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Develop Written Policies and Procedures

• Train Managers and Supervisors and Inform All Employees

• Recognize and Respond to Accommodation Requests

• Have a Process for Determining Effective Accommodations

• Monitor Accommodations

http://AskEARN.org

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Develop Written Policies and Procedures

Why develop written policies and procedures? •

Awareness • Consistency • Documentation

Practical Guidance •

Keep policies and procedures flexible and simple

• Appoint a responsible person or persons

• Inform everyone

http://AskEARN.org

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Provide Effective Training About the ADA and RA

Why provide training and information about the ADA and RA? •

ADA compliance • Enable performance and

improve productivity • Demonstrate disability

inclusion

Practical Guidance •

Train supervisors and managers early, often, and consistently

• Limit the sharing of disability-related information

• Provide ADA/RA support

• Inform the entire workforce

http://AskEARN.org

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Recognize and Respond to Accommodation Requests

What is a request for accommodation? • Applicant or employee asks

for an adjustment or change at work due to a disability-related reason

Practical Guidance •

Create a safe space for disability disclosure

• Ask, How can I help?

• Act in a timely manner

• Engage with a solution-oriented approach

http://AskEARN.org

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Have a Process for Determining Effective Accommodations

How can employers identifyeffective accommodation solutions? •

Engage in an interactive process

• AskJAN.org by A to Z: Topic -Interactive Process https://askjan.org/topics/interactive.cfm

Practical Guidance •

Access internal subjectmatter experts and externalaccommodation/ADAresources like JAN

• Make it uncomplicated to provide simple accommodations

• Implement trialaccommodations

https://askjan.org/topics/interactive.cfmhttp:AskJAN.orghttp://AskEARN.org

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Monitor Accommodations

Why monitor accommodations? •

To maintain accommodations • To insure effectiveness • To make adjustments

Practical Guidance •

Check on effectiveness • Encourage ongoing

communication • Make adjustments, as-

needed • Restrict disability-related

inquiries • Document findings

http://AskEARN.org

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Takeaways

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Develop written policies and procedures

• Respond without delay • Consider trial accommodations • Know ADA rules • Keep employees informed • Use JAN!

http://AskEARN.org

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Ensuring Productivity: Developing Effective

Reasonable Accommodations Programs

Brooke Matheson Disability Accommodation and Ergonomics Manager

Booz Allen Hamilton

http://AskEARN.org

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About Booz Allen Hamilton

• For more than 100 years, business, government and military leaders have turned to Booz Allen Hamilton to solve their most difficult management and technology problems through a combination of consulting, analytics, digital solutions, engineering and cyber expertise. With headquarters in McLean, Virginia, our firm employs approximately 25,800 people globally.

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Engage with Employees and Managers in the Process

• Fully engage in discussions with the employee and their manager by:

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Actively listening

• Asking questions

• Demonstrating empathy and support

• Being prepared to offer resources and provide solutions

• Modeling inclusion in how you address the individual and their needs

http://AskEARN.org

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Be a Proactive Business Partner

• Partner with managers to understand their business including:

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Contractual or Business Requirements

• Opportunities or Challenges

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Share why supporting an accommodation makes sense, even on a trialbasis

• Develop credibility and balance discussions around supporting employee productivity and business needs, while managing obligationsunder the ADA

http://AskEARN.org

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Build and Strengthen Your Network

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In advance of the need, identify specific individuals or teams that can help implement accommodations

• Make collaboration and relationships a priority with groups such as:

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Facilities, Benefits, Information Services, Legal, Talent Acquisition and HR

• Employee Resource Groups • External Assistive Technology Vendors • Service Providers

http://AskEARN.org

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Outreach, Storytelling and Empathy Matter

• At Booz Allen, individuals who share their stories pave the way forothers to demonstrate that same courage and to ask for what theyneed to achieve career success

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Emotional Wellness Symposium • Let’s Talk About It Video Series • First Responder Training • Disability Mentoring Day • Leadership Disability Inclusion Toolkit

http://AskEARN.org

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Jennifer’s Story

“I felt a sense of relief when I joined Booz Allen and learned this company wanted to work with me to create an environment where I would feel comfortable, safe and supported. Because of our culture of inclusion, I don’t spend time hiding or apologizing for my disability. Instead, I spend my time applying my skills and knowledge to produce exemplary results for our clients.”

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Takeaway

• Remember the interactive process is a journey. You play a key role in supporting employees and managers - from your initial interactions, to implementing and evaluating effective accommodations, you enable an environment of productivity and inclusion.

http://AskEARN.org

AskEARN.org

Resources

• Employer Assistance and Resource Network on Disability Inclusion (EARN): http://www.AskEARN.org

• Job Accommodation Network (JAN): https://AskJAN.org/

• U.S. Department of Labor, Office of Disability Employment Policy(ODEP): https://www.DOL.gov/ODEP

• ODEP’s Return-to-Work Toolkit: https://www.dol.gov/ODEP/Return-to-Work/

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http://www.askearn.org/https://askjan.org/https://www.dol.gov/ODEP/https://www.dol.gov/ODEP/Return-to-Work/https://www.dol.gov/ODEP/Return-to-Work/http://AskEARN.org

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Contact Information

• Brett Sheats National Project Director Employer Assistance and Resource Network on Disability Inclusion (EARN) Email: BSheats@ViscardiCenter.org Website: www.askearn.org

• Tracie DeFreitas Lead Consultant, ADA Specialist Job Accommodation Network (JAN) Email: DeFreitas@jan.wvu.edu Website: www.askjan.org/

• Brooke Matheson, SPHR, SHRM-SCP Disability Accommodation and Ergonomics Manager Booz Allen Hamilton Email: matheson_brooke@bah.com Website: www.boozallen.com

mailto:BSheats@ViscardiCenter.orghttp://www.askearn.org/mailto:DeFreitas@jan.wvu.eduhttp://www.askjan.org/mailto:matheson_brooke@bah.comhttp://www.boozallen.com/http://AskEARN.org

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Audience Questions

http://AskEARN.org

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Audience Assessment Question

On a scale of one to five, how would you

rate your understanding of

workplace reasonable accommodations programs?

http://AskEARN.org

AskEARN.org 32

Thank You!

Visit us at AskEARN.org

AskEARN.orghttp://AskEARN.org

Ensuring Productivity: Developing Effective Reasonable Accommodations ProgramsEmployer Assistance and Resource Network on Disability Inclusion (EARN)HousekeepingAudience Assessment QuestionInclusion@Work: A Framework for Building a Disability-Inclusive OrganizationEnsuring Productivity: Developing Effective Reasonable Accommodations ProgramsJob Accommodation Network (JAN)Questions about Accommodations or the ADA? Ask JAN!AskJAN.orgReasonable Accommodation ProcessPractical Tips for an Effective RA ProcessDevelop Written Policies and ProceduresProvide Effective Training About the ADA and RARecognize and Respond to Accommodation RequestsHave a Process for Determining Effective AccommodationsMonitor AccommodationsTakeawaysEnsuring Productivity: Developing Effective Reasonable Accommodations ProgramsAbout Booz Allen HamiltonEngage with Employees and Managers in the ProcessBe a Proactive Business PartnerBuild and Strengthen Your NetworkOutreach, Storytelling and Empathy MatterJennifer’s StoryTakeawayResourcesContact InformationAudience QuestionsAudience Assessment QuestionThank You!